The Mayo Clinic Medical Transport Risk Assessment Tool

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1 The Mayo Clinic Medical Transport Risk Assessment Tool Dan Hankins, MD, FACEP Medical Director, Mayo Clinic Medical Transport Associate Professor and Consultant, Department of Emergency Medicine Mayo Clinic

2 Risk Assessment Tool Thanks to: Kathy Berns, RN, CNS Mike Sveen, NREMT-P, Risk Management

3 What is the purpose of the Risk Assessment Tool? Safety Awareness Help evaluate the safety of each air transport and for each interfacility (road trip) ground transport Provide collaborative communication between all parties participating in a transport Increase safety awareness among team members when transporting patients Have transport crews discussing options to make a trip safer when inclement conditions are present

4 Inclement Conditions in Minnesota Each Area of the World has its own Risks Snow? Ice? Black ice? Torrential rain? Flooding? Thunderstorms Hail? Dust storms?

5 May 2-3, 2013

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7 Blizzards make drivers more stupid!

8 Literature Review 8 tools reviewed Boston Medflight Children s Mercy Critical Care Transport Flight For Life Colorado Northwest MedStar Critical Care Ground Transport Requirements CAMTS accreditation Association of Air Medical Services (AAMS) Position Paper requiring a ground Risk Assessment Tool It is always best to share information and protocols in our industry and not reinvent the wheel!

9 Air: When & How to use the Risk Assessment Tool Done by the pilot; beginning of shift Ground: Done by crew members prior to a ground transport The tool will be filled out prior to each interfacility ground transport Elements of the tool can be used for other transports An in person conference among all team members should take place when the tool is filled out If score is 30, phone call to supervisor

10 Formal Trial Completed February 7 th - March 1 st Trial sites Mankato air and ground Owatonna ground Eau Claire air and ground

11 Minnesota Northwest Angle

12 Comments From the Trial Do advisories include wind chill advisories: yes Can the Risk Assessment Tool be kept in the ambulance: yes Will it be on the Toughbook: maybe Can we have a link to 511 on the Toughbook: maybe Are the tools saved: no, it s an awareness tool It s good to be talking about this stuff before we head out We love it We ve never talked about this stuff before No negative comments were returned

13 Completing the Risk Assessment Tool

14 How to complete the Risk Assessment Tool Air Transports Box 1: Pilot experience at base assigned to for current shift

15 How to complete the Risk Assessment Tool Air Transports Box 2: Determine ceiling & visibility

16 How to complete the Risk Assessment Tool Air Transports Box 3: Indicate if any portion of the trip will occur from 0200 hrs 0500 hrs

17 How to complete the Risk Assessment Tool Air Transports Box 4: Indicate use of night vision goggles during any portion of the trip

18 How to complete the Risk Assessment Tool Air Transports Box 5: Indicate familiarity with location. Familiar = at least three times in 6 months

19 How to complete the Risk Assessment Tool Air Transports Box 6: Determine if you are in a back up aircraft or if you have any inoperative equipment

20 How to complete the Risk Assessment Tool Air Transports Box 7: Indicate medical crew members on 24 hour shift

21 How to complete the Risk Assessment Tool Air Transports Box 8: Indicate rest in 8 hours prior to start for all crew members

22 How to complete the Risk Assessment Tool Air Transports Approval Level: 0 30 = Crew Decision 30+ = Call to Aviation Site Manager or Manager on Call

23 How to complete the Risk Assessment Tool Ground Transports Box 1: Vehicle operator experience with Gold Cross

24 How to complete the Risk Assessment Tool Ground Transports Box 2: Assess road conditions: Minnesota:www.511mn.org Wisconsin: Iowa: Other sources of information: Highway patrol, department of transportation or local sheriff Live links Familiarize yourself with these sites

25 How to complete the Risk Assessment Tool Ground Transports Box 3: Use the NOAA website: Click on Active Weather Alerts Click to view site

26 How to complete the Risk Assessment Tool Ground Transports Box 4: Indicate road type

27 How to complete the Risk Assessment Tool Ground Transports Box 5: Use the NOAA website: to determine visibility

28 How to complete the Risk Assessment Tool Ground Transports Box 6: Indicate total trip distance

29 How to complete the Risk Assessment Tool Ground Transports Box 7: If you are planning on switching operators at any time during the trip both need to be scored for fatigue. Where you are in your shift - are you well rested in the first eight hours, are you 12 hour in, 16 hours or will you go beyond you 24hour shift to complete this trip.

30 How to complete the Risk Assessment Tool Ground Transports Box 8: Indicate rest in 8 hours prior to start for all crew members

31 How to complete the Risk Assessment Tool Ground Transports Approval Level: 0 30 = Crew Decision 30+ = Call to the Supervisor

32 Trial Period Results # Risk Assessment Tools Used Ground: 90 ö Eau Claire: 19 ö Owatonna: 59 ö Mankato: 12 Air: 8 ö Eau Claire: 8 ö Mankato: 0 Consistently high scores : Road conditions Severe weather Vehicle operator experience Crew fatigue Scores From Trial Period 30: : : : 42 One transport delayed while weather cleared

33 Example 2/21/11: MOEC Score at 07:00: 33 Call to MOC: delay transport 1 hour and reevaluate Score at 07:40: 32 Call to MOC: will attempt the transport Weather that day Minimum temp: 22ºF Dew point: 21ºF Visibility: 3 miles Wind: 15 mph, gusting to 36 Events: Fog, snow

34

35 Example 2/20/11 Gold Cross Owatonna Score: 39 Called supervisor Crew members and supervisor approved Weather that day Minimum temp: 34ºF Dew point: 21ºF Visibility: 4 miles Wind: 14 mph, gusting to 33

36 Risk Reduction Different, fresh crew Consider taking the trip after a rest period Different route, consider using main roads Turn down the transport if weather conditions are unsafe Rescore the tool every 30 minutes Take the trip when weather and roads are safe

37 Additional information / Considerations Non-patient leg of the trip: second person will be up front Consider rotating drivers if the distance is > 100 miles Discuss the use of RL&S The ambulance will always have at least a half tank of fuel The ambulance will have oxygen sufficient to complete the transport or a plan is in place to refill or replace oxygen RUNNING OUT OF FUEL OR O2 ARE NEVER EVENTS!

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40 Purpose of the tool: Safety and Situational Awareness

41 Summary Used on each air transport and each interfacility ground transport Interfacility ground transports are completed by all crew members Supervisors called if score 30 or if the transport turned down with a score of < 30

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43

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45 Objectives Following this presentation, you will be able to : Discuss the purpose of the Risk Assessment Tool Discuss the development and history of the Risk Assessment Tool Demonstrate how to apply the Risk Assessment Tool to your decision making Demonstrate how to complete the Risk Assessment Tool Describe risk reduction measures

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